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Cover Letter Layout Example and Formatting Tips
Cover Letter Layout Tips
How to use a cover letter template, cover letter template with layout, example of a cover letter.
- Tips for an Email Cover Letter
Image by Colleen Tighe ĆĀ© The Balance 2019Ā
When writing aĀ cover letter (as you should do each time you submit a resume as part of a job application), the layout of your letter is very important. Layout refers to the way the words are set up on the page, including headings, spacing, and font. You want to use a layout that makes your letter both easy to read and professional.
Read below for advice about how to lay out your letter, as well as a template for a cover letter.
When laying out a cover letter, you want to follow the layout of a typicalĀ business letter.
Heading. A business letter begins with your contact information, and then the employerās contact information, if it's available.
Letter spacing. It's important to properly space the layout of the cover letters you send, with space between the heading, the greeting, each paragraph, the closing, and your signature. Single space your letter and leave a space between each paragraph. Also, remember to left-justify your entire letter.
Font and font size. When selecting a font, use a simple font like Arial, Verdana, Courier New, or Times New Roman. Your font size should be no smaller than 10-pt. but no larger than 12-pt. In choosing your font size, 12 pt. is probably the bestāyou donāt want to irritate a hiring manager by making him or her have to squint to read your font.
The cover letter template below shows the layout for a typical cover letter. Use the template to structure your own cover letter. It will give you advice on how to space your letter, what font to use, and how to justify your page.
What's Included in the Letter
The template also briefly describes what kind of content should go in each paragraph. Use this information to help you begin writing your own letter, tailored to reflect your own career history, professional qualifications, hard and soft skills , and your knowledge about the job and employer to which you are applying.
You can also review examples of cover letters for advice on how to word your cover letter.
Be Flexible
When using a format or a sample letter, remember to be flexible. You can add or remove paragraphs to fit the needs of the particular job description. Your letter doesn't have to exactly match the template.
Write Customized Cover Letters
Also, keep in mind that your best strategy is to write a customized cover letter for each job to which you are applying. Hiring managers can tell when theyāve been sent a generic cover letter; they are more likely to be interested in candidates who have taken the time to write unique letters that specifically address the job opening they are offering.
Heading The first section of your cover letter should include information on how the employer can contact you. If you have contact information for the employer, include that. Otherwise, just list your information. This section should be single-spaced and left-justified, with a space between your contact information and your employerās contact information.
Your Contact Information
Your Name Your Address Your City, State Zip Code Your Phone Number Your Email Address
Employer Contact Information
Name Title Company Address City, State Zip Code
Dear Mr./Ms. Last Name:
First Paragraph:
Each of your body paragraphs should be single-spaced, with a space between each paragraph. The first paragraph of your cover letter should include information on the position you are applying for, including the job title. You should state how you heard about the job, and (briefly) explain why you think you are an ideal candidate for the position.
(space between paragraphs)
Middle Paragraph(s):Ā
The next section of your cover letter should describe what you have to offer the employer. Mention why you are qualified for the job and how your skills and experience are a match for the position for which you are applying. Provide specific examples to prove your skills and experience; these examples will āpopā on the page if you provide them in a bulleted format.
Final Paragraph:Ā Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow up with them regarding the status of your application.
Sincerely yours,
(double space)
Handwritten Signature (for a hard copy letter)
Typed Signature
This is a cover letter sample. Download the letter template (compatible with Google Docs or Word Online) or read the example below.
Sample Cover Letter
Kelly Timmons 62 Beacon Street Huntington Station, NY 11746 555-123-4568 kelly.timmons@myemail.com
August 17, 2020
Ms. Maribel Jones Human Resources Manager Belview Electronics 123 Main Street Huntington, NY 11743
Dear Ms. Jones:
I was excited to find the Customer Service Representative position on the Careers page of the Belview Electronics website. I believe I would be a good fit for your company because I have all of your required qualifications, as well as extensive experience in customer service and the electronics industry.
I have a bachelorās degree in computer science, and I am fluent in both English and Spanish. In addition, I worked as a customer representative for a local plumbing company while I was in college. I have excellent phone skills and the ability to multitask. In addition, I am well organized, and proficient in most word processing and spreadsheet programs. My schedule is very flexible, and I would be happy to work evenings or weekends as necessary.
Thank you so much for your consideration. Iāve included my resume so you may further review my qualifications for the position. My cell phone is 555-123-4568, and my email is kelly.timmons@myemail.com. I look forward to hearing from you so we can arrange an interview.
Kelly Timmons Ā (signature for a hard copy letter)
Kelly Timmons
Tips for Sending an Email Cover Letter
When you are sending your letter via email include your name and the job title in the subject line of your message:
Subject: FirstName LastName ā Manager Position
List yourĀ contact information in your signature, rather than in the body of the letter:
FirstName LastName Your Email Your Phone Number Your LinkedIn Profile URL (optional)
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The Ultimate Cover Letter Format & Structure Guide (+ Examples)
In this article, you'll read about:
What Is a Cover Letter?
The correct cover letter structure, how to format a cover letter, cover letter template, cover letter sample.
A cover letter (or sometimes also referred to as a āletter of motivationā or ājob application letterā) is a formal document sent along with your resume/CV for a job application. It provides additional information besides what is written in your resume with an aim to express yourself further in a more personal way.Ā
Recruiters can tell a lot about you from your cover letter. Aside from the information that you disclose through the content of your cover letter, recruiters can also infer your soft skills, such as how attentive to detail you are, how good you are at communicating through written language, and more through how you format your cover letter.
When writing a professional cover letter, you need to pay attention to the following elements:
- Cover letter format (i.e., structure, header, layout)Ā
- Cover letter style (block or semi-block)
- Cover letter line spacingĀ
This article will guide you through how to format a cover letter properly and provide you with cover letter layout examples.
A cover letter is a letter accompanying your resume or CV when you apply for a job, as a tool to promote or market yourself through written communication to the recruiter before you meet them face-to-face.Ā There is a general cover letter format for job applications that you can always follow and never go wrong with, but it is still important to keep in mind that different employers might have different specific requirements for applications. So, you have to make sure to read the job posting carefully.
Depending on the requirements and medium you use to send it, you will need different cover letter formats.Ā
Based on the situation and requirements of the employer, you can decide which cover letter format to go with, such as:Ā
- Email cover letter format: Cover letters are written as the email content when sending an application via email.
- Digital cover letter format or electronic cover letter format: Ā Cover letters are saved as a doc or pdf file and sent as an email attachment.Ā
- Printed cover letter format: Cover letters are printed out as a hard copy along with a printed resume to a mailing address.
Recruiters usually will read your cover letter before your resume. Therefore, it is important to create a good first impression with a properly written cover letter format. In this part, we will show you what elements should be included in a proper cover letter format.
Date writtenĀ
The date is a small aspect of the cover letter header format, and yet requires as much attention as others.Ā
The correct way to format is:Ā [Month] [Day], [Year]
Examples of how to format cover letter's date:Ā
March 30, 2022
Contact information
For printed/digital cover letter formats, both the senderās and receiverās contact information is usually placed at the top in the cover letter header. But, if you are writing an email cover letter, you can include your contact information at the bottom of the letter with your signature and name. No matter what, make sure you use a professional email and provide accurate information.Ā
Examples for email cover letters:
Best regards, ļ»æKatherine Nguyen ļ»æ (+1)-333-0987 |Ā [email protected]
Examples for printed/digital cover letter formats:
Kevin Nguyen ļ»æ (+1)-333-0977 ļ»æ [email protected]
Richard Jenkins ļ»æHead of HR at HHH Company ļ»æ (+1)-992-9922 ļ»æ [email protected]
Salutation or opening greeting
You should directly address the person who will be going through your application for this position. They could be the hiring manager or the Head of the Department where the vacancy is from.Ā
š” Pro Tip : To know who the hiring manager in charge of the position is, you can refer to the job post uploader, or do some research on the company website. You could also ask a connection that you have in the company (if any).
How to write a salutation may vary depending on the cover letter style. āDearā, āHelloā are the safest greetings that you can go with. They sound friendly yet still maintain a professional tone.
Examples of cover letter salutations:
- Dear Mr. Jones,Ā
- Dear Hiring Manager,Ā
- Dear [Name of Department] Department Team,
- Dear Sir/Madam,
You might think, " How about using ' To Whom It May Concern ' ? " Surprisingly, this salutation is no longer considered as a good one to use in application letters as it is needlessly formal and doesn't address a specific person directly.
Opening paragraph
The goal of the opening paragraph is to explain to the reader who you are and why you're writing this letter.Ā
Think of it as the first introduction about yourself that will grab the hiring managerās attention right away and stand out from the crowd. If written boringly, they may never even get to the second paragraph, and you donāt want that.
š” Pro Tip : State an accomplishment to show your confidence, determination, and interest in the position, for example: ā I believe thatā¦ ā, ā I am very interested inā¦ ā, ā I am writing to express my strong interest inā¦ ā, etc.Ā
Here's an example of a cover letter opening paragraph:
My name is Katherine Nguyen - a registered nurse currently looking to acquire the nurse practitioner position at ENTC Hospital. I believe that my 8 years of experience in relevant roles makes me the right fit for this role.Ā
Middle or body paragraph
Here comes the most important section in the cover letter format for job applications.Ā
In this part, you need to explain why you think you're qualified for the role, in terms of expertise, work experience, and skills. You're selling your candidacy to the reader, so it's important to be as specific and concise as possible.Ā
Below are some tips when formatting your cover letterās body paragraph:
- Avoid only repeating the information thatās already mentioned in your resume.Ā
- Make strong connections between your qualifications and the job requirements.Ā
- Use several shorter paragraphs or bullet points instead of one large block of text.
Here's an example of a cover letter body paragraph:
I have engaged in various industries, including technology, education, and beauty. I am a detail-oriented, enthusiastic, and diligent individual with nearly 6 years of experience in Content Marketing, SEO Writing, and Social Media Management. My major job responsibilities include:Ā
- Producing SEO-friendly content to publish on relevant media channels such as the company website, LinkedIn, and Instagram.Ā
- Conducting keyword research and leveraging SEO practices to optimize the article writing.Ā
- Managed multiple social media accounts to promote the company branding andĀ products.
In addition, I have a background in Digital Marketing and graduated with a Bachelorās degree in Communication and MBA from Western State University. In terms of language ability, I am a native English speaker with professional working proficiency in Korean and basic French.Ā Ā
ClosingĀ paragraph
In the final paragraph of your cover letter, you should focus on the value you can bring to the organization.
Whatās more, making a statement about how thrilled youāll be to be a part of the team will also show your interest in the position. Besides that, don't forget to express your appreciation for the hiring manager's time and consideration.Ā
Here's an example ofĀ how to format your cover letter ās closing paragraph:
I have had a strong passion for writing since I was little. I've also been a big fan of Beauty Magazine and the impact that it brings for young girls for many years. Therefore, I hope that I can become a part of the team and contribute to the expansion of Beauty Magazine into the Asian market.Ā
Thank you for taking the time to review my application. Please let me know if you have any questions. I look forward to your response.
Now it's time to finish with a professional sign-off.Ā
You can simply end your cover letter with a formal complimentary closing, followed with your signature.
Since you're writing a formal document, avoid using casual language and tone like āYours truly", āWith love,ā or "Take care".
For an email/digital cover letter format, you may need to put your contact info below your signature. For a printed cover letter format, make sure your signature is handwritten.
Examples of appropriate sign-offs to use in a standard cover letter format :
- Kind regards,
- Best regards,
- Best wishes,
- With gratitude,
- Respectfully,
Below are 5 elements that should be kept in mind for a good cover letter format.Ā
Similar to writing a CV or resume, it's best to keep your cover letter font professional.Ā
Use standard font styles such as: Arial, Helvetica, Roboto, Times New Roman, Verdana
Use fancy fonts, as hiring managers will find it hard to read and unprofessional.Ā
As for your cover letter font format, you should adopt no larger than a 12-point font and no smaller than a 10.5-point font.Ā
Good spacing is essential for a standard cover letter format. Proper white spaces will make it easier for employers to grab key information. Also, the cover letter layout will look neat and well-arranged.Ā
How to format cover letter spacing properly:Ā
- Leave space between each section (i.e., date, recipientās address, salutation, body paragraphs, closing, and sign-off.)
- Use business letter format spacing: 1 or 1.15.
š Margins & Alignment
Align your text to the left and use standard 1ā-1.5ā margins for all four sides. However, feel free to adjust the cover letter margins if youāre running out of space.
š Cover letter full block format
There are three types of formats for how letters are typically written on paper, which are block, modified block, and semi-block format.
Most readers and job applicants prefer a cover letter in full block format since itās most easy-to-read and looks neat. Doing this is very simple. All you need to do is put all elements of the letter aligned to the left margin of the page and all paragraphs are separated by a double line space to create a full block cover letter format.
š Cover letter length
Your cover letter should range from a half-page to one full page, typically between 250-400 words. This way, you can keep it concise and informative at the same time.Ā
[Your Name]
[Your Address] ļ»æ [Your City, State, Zip Code] ļ»æ [Your Phone Number] ļ»æ [Your Email Address]
[Hiring Managerās Name]
[Company Name] ļ»æ [Company Address] ļ»æ [Company City, State, ZIP Code]
Dear Hiring Manager (or [hiring manager's name] ),Ā
My name is [your name] . Iām excited to be applying for the [job title] position at [Company Name] . [Short overview of your expertise, skills, and most outstanding accomplishments in the field] . [Your interest in this role and briefly explain how it matches your career goals] .
During my Ā [number of years] years of experience, I worked onĀ [major job responsibilities] . My greatest accomplishments are [relevant past achievements] . These experiences have allowed me to gain [skills relevant to the position] which I believe will allow me to [how you want to contribute and help the company grow] .
In addition to my experience, I have a solid educational background with a [educational degree] in [major of study] . Iām also a/an [personal trait] individual who is [soft skill #1, soft skill #2, soft skill #3ā¦] .
I am confident that the professional experience and skills Iāve obtained in previous positions have prepared me for this opportunity. I would love to meet you and discuss further on how I might be an asset to the [name of team, department or company] .Ā
I have attached my resume for your reference. Thank you for your consideration and for taking the time to review my application. I look forward to hearing from you so we could discuss my contributions further in an interview at your convenience.
[Signature]
Now that you already know what a cover letter format for job applications looks like, letās check out a formal cover letter example for a graphic designer position.
Marybelle Smiths ļ»æ Victoria, TX 77979 ļ»æ [email protected] ļ»æ(+361)-443-5491
March 18, 2022
Samuel Lin ļ»æHead of Marketing Team ļ»æ SamaTech Corp. ļ»æ90 Live Oak St., Lilita, TX77971
Dear Samuel,Ā Ā
My name is Marybelle Smiths, a freelance graphic designer with 5 years of experience in the field. After reviewing your job listing, I'm excited to be applying for the Graphic Designer position at SamaTech. I strongly believe that my proven experience in various large-scale projects makes me an ideal candidate for this role.
I earned my bachelorās degree in Communication and Media Design from Texas A&M. During my recent 5 years working as a freelancer, I have developed the necessary skills to deliver informative and eye-catching designs, including package design and marketing collateral. I have worked with nearly 30 big clients in the FinTech, beauty, and tourism industries - not to mention 80+ small and medium-sized projects in other areas.Ā
The biggest achievement I have obtained is an increase in blog traffic by 145% and shares by 80% by adding my graphics to the older posts that did not have images. I have achieved many testimonials from my clients - please kindly check them out on my LinkedIn and Upwork profile.Ā
In addition to graphic design work, I have also expanded my expertise into web design and video production. To the best of my knowledge, SamaTech is looking for part-time assistants in these two fields.Ā Ā
Therefore, I am confident that my experience and abilities will make me the right fit for the vacancy at SamaTech. I also know that I'd be able to develop my skills further should I be hired to become part of your team.Ā
Thank you for your time and consideration. Please let me know if you have any questions. I look forward to hearing from you and to having an opportunity for an interview.
Sincerely, ļ»æMarybelle Smiths
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--- Originally written by May Luong ---
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- Cover Letters
7 Tips for Writing a Cover Letter That Lands Interviews
Cover letters provide the opportunity to elaborate on job skills and past employment experiences listed on your resume, show off your writing ability (something important to nearly all employers), and make yourself stand out among other applicants vying for the same position.
Here are seven tips to write a kick-ass cover letter, and beat the unemployment blues:
Cover Letter Tip 1
Each time you submit a cover letter to an employer, revise the letter to make it specific to the position and company. Highlight job skills, traits and past work experience most relevant to the position at hand.
This means going beyond inserting the name of the company and a few detailed sentences into a previously written letter.
Employers recognize when job applicants have sent a stock cover letter, and when theyāve written a unique one (especially when you forget to change the name of the company, telling Company A how interested you are in the available position at Company B) .
Avoid this recipe for how not to get an interview. Draft a custom cover letter for each position for which you apply.
Cover Letter Tip 2
Follow the format of a business letter. This means including contact information at the top (name, address, phone number, email), followed by the date, a formal greeting, well-organized body paragraphs, and a formal closing.
The text should be left-justified and double-spaced between paragraphs. Keep the length to one page.
Proofread the letter. Have someone else proofread for you. Edit, revise and repeat as necessary. Don’t ruin your first impression with a stupid mistake.
Cover Letter Tip 3
Try your best to address the cover letter to an actual person , rather than āDear Hiring Managerā or āTo Whom It May Concern.ā Addressing the letter to a specific person makes it more personal, and more likely to be read than placed in a pile in the HR office (or worse, stashed in a computer file, and out of physical sight).
You may be able to find out the name of the person who will be reading your cover letter by checking the job posting, asking the person who told you about the position or contacting the companyās HR department.
Cover Letter Tip 4
To begin the body of your cover letter, the first paragraph should detail what position you are applying for and how you learned of the opportunity.
Briefly explain how your skills and background make you a qualified candidate for the position. Express your enthusiasm for the company and why you are interested in the position.
Cover Letter Tip 5
In the opening paragraph, donāt be afraid to mention someone you know at the company who may be able to act as a personal or professional reference, especially if you learned of the job opportunity through this person.
Be sure to ask your contact if itās all right to drop his or her name in the letter, and if so, keep the explanation of your relationship concise (i.e. I learned of the opportunity through a former colleague John Doe, the current vice-president of communications) . This will allow your reader to contact the person for a reference if desired.
It always helps to know someone on the inside, and a good referral (with a solid resume and cover letter) often leads to an interview.
Cover Letter Tip 6
In the second paragraph, explain how you meet the required skills and qualifications of the position . Utilize the job description and company profile provided in the posting or by the person who informed you of the opportunity. Elaborate on points in your resume, but donāt be repetitive.
Some companies use software that searches for specific keywords within your cover letter (and resume) to discover the applicants with the most desired skills — and weed out those without them.
Reading the job posting carefully will allow you to pick and choose keywords and phrases used by the company, which will garner your cover letter more hits and improve the chances that a human being will read your letter, and not just a computer system.
Cover Letter Tip 7
Conclude the letter with a thank you and express your interest in hearing from the reader soon regarding the status of your application. Communicate the best way to reach you, by phone or email.
If mailing the cover letter, sign and type your full name. If emailing, the likely method, you may send the cover letter in the body of the email or in an attachment. Use simple text and remove the formatting when sending the letter in the emailās body.
Always review the job posting carefully for directions on the preferred method of submitting your application materials. In the emailās subject line, include your full name and the position for which you are applying.
Last Thoughts
Now that youāve written and revised your cover letter, and just clicked āSend,ā give the employer at least two weeks to reply . Companies often receive dozens, even hundreds, of cover letters for one position and may not respond for weeks, months or at all.
If a good amount of time passes, and the employer hasnāt responded to one or more follow up emails, it’s likely that the company is not interested. Just donāt get down on yourself.
There is a multitude of reasons why the employer may not have contacted you (a subpar cover letter may or may not be a factor). Try to improve your cover letter, and sell yourself better next time.
On the other hand, if you follow these tips, you may end up getting a call for an interview and find out your cover letter was pretty kick-ass after all.
Also, check out our in-depth guide with many cover letter examples .
Also, enjoy this funny cover letter from Reddit. 50/50 on whether it’s real, but who cares.
Pamela Skillings
Turn interviews into offers
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- CV Writing Services
Top Ten Mistakes When Writing A Cover Letter
When unemployment is high, competition for the few positions available gets fierce. This means your application has to be perfect to give you a chance at an interview. Any mistakes on your cover letter could cost you the job. Here are ten of the most common errors to avoid.
Spelling and Grammatical Errors
This is the biggest mistake anyone can make with a job application cover letter. Proofread your letter and ask a friend to do so as well. Take care over the letter.
A simple spelling mistake effectively says to the prospective employer, āI do not care about what I do, and I will be this sloppy or careless in work I will do for you too.ā You certainly would not consider employing anyone who said this in an interview, so why should a prospective employer bother to interview you, if you cannot bother to double check what you wrote in your cover letter.
Starting Every Sentence with, āIā
While you want to market your skills and abilities to the prospective employer, starting every single sentence with āI can doā¦ā, āI have doneā¦ā etc, is tedious to read and is not effective. You need to add interest to the letter by writing in a way that avoids repetition, and starting every sentence or paragraph the same way.
Try other sentence beginnings, such as, āIn my role as xxx, I achieved ā¦ā or āMy experience in xxx is extensive, or āWith 20 years experience in xxx, I will provide your company with ā¦ā, or āThis role is similar to my position at xxx.ā
As well as not starting every sentence with āIā or the same style of beginning, avoid the use of āIā too many times in the letter.
Creative Desktop Publishing
This is a business letter, not a brochure. Avoid using desktop publishing programs such as Microsoft Publisher and adding clip art, effects, or fancy fonts . Choose an accepted generic font like Arial, Times New Roman, or Verdana. Keep sub-headings to a minimum and use a simple bold to accentuate the sub-headings, rather than italics or any other fancy font. The font size should be a visible 12 point.
Making the Letter Too Short
A cover letter is supposed to be a vehicle to explain to prospective employers why you should be employed and how you meet the selection criteria for the position. Simply stating, āPlease find my attached CV in application for the position of Managing Director,ā will not win you an interview for the job. Make sure you address the selection criteria mentioned in the job advertisement or position description. A cover letter should be one to two pages at the most, properly formatted. Writing concisely is good, but ensure you include enough detail to market yourself to a prospective employer.
The 500 Word Paragraph
Break up your paragraphs. A cover letter should not be one lengthy paragraph with a salutation at the top and a signature at the bottom. Try to address one or two selection criteria that go together in each paragraph. Each sentence should have between eight to 15 words, and each paragraph should contain two to three sentences.
Talking Nonsense or in Strange Language
No-one actually says, āPlease find enclosed herewith my CV.ā Although the job application is a formal document, use every day language. āMy CV is attached for your information,ā is fine.
Another common error is trying too hard to sound impressive, and ending up not making sense at all. Re-read your sentences and ensure you have not said something strange, or a sentence that cannot be understood by a normal business person. One teacher wrote the following in a real cover letter, āI am a conduit for mainstream educational formal connections and I work to build an individualās creative forms.ā Huh? Write in every day language to make your letter clear.
Making the Reader Squint
You know that a cover letter should never be more than two pages long, but you have so much to say that you reduce the font down to such a small size to make your letter fit. Instead of reducing the font, write your letter using concise language and use fewer words. A good cover letter should have a wide margin of two or three centimetres on both sides, and will use 12 point size font.
Using Handwriting
The only place handwriting should appear on the cover letter is your signature. Handwriting a cover letter shows a lack of interest in the position, especially in a technological era where computers are easily accessible. Borrow a computer if you have to but always type or word process your cover letter. It looks more professional. One of the worse mistakes people make is handwriting a couple of sentences on a post it note and sticking it on the resume as if it was a cover letter. Write a proper letter or donāt bother applying for the job.
Not Including All Required Details
Often job applicants forget to include all contact details on the cover letter, or assume that the resume will have these details. However, it is possible for prospective employers to separate cover letters from resumes. Therefore, you need to make sure all the details are included in the cover letter.
Cover letters should start with your contact details including your name, a full address (not a post office box as this makes it look as if you are a transient), email contact and telephone contact numbers. This should appear on the top right hand side of the page. Below this, with a line space in between, the receiverās contact details including name, position, company name and address should appear on the left hand side of the page.
Leave a space line after the address and then insert the date, spelling out the month in full. Leave another space line before the salutation. You should include the details of the position you are applying for, in case the company is currently recruiting for several jobs. Include a handwritten signature at the bottom of the cover letter.
Justifying Right and Bad Formatting
Justifying text right means that big gaps appear in the cover letter and this makes the letter harder to read. Keep a professional appearance to the cover letter with plenty of āwhite spaceā. Every paragraph should be separated by a line of white space, as this makes the letter easier to read. You do not want a prospective employer deciding not to interview you, simply because your letter was too hard to read due to bad formatting. Make sure the letter looks professional.
Avoiding these ten common mistakes will help you to write a better cover letter. Proofread and double check what you are sending, before you sign the bottom of the page. Your cover letter is an important facet of the job application process and you need to spend some time and care on writing the cover letter properly.
With 20+ years of experience writing CVs, it still puts a smile on my face when I hear a client has secured an interview Lee Tonge - Founder and Director
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Remember that the basic format of a cover letter follows that of a business letter. As you design the page, think about the following:
- Keep it to one page.
- Write one introductory paragraph, one to three paragraphs to highlight your skills, and one concluding paragraph.
- Single-space your cover letter.
- Leave a space between addresses and dates in the heading.
- Leave a space between your heading (contact info) and greeting ("Dear...:").
- Leave a space between each paragraph.
- Leave at least three spaces between your complimentary close ("Sincerely,") and typed name.
- Sign your name in ink between your complimentary close and typed name.
Margins and Alignment
- Use standard margins (one-inch margins, usually).
- Can use smaller margins (to about 0.7-inch) as long as you are consistent on all sides.
- Align all paragraphs to the left of the page. (You can also indent the first line of each paragraph, but that is not used as often.)
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Cover letter spacing: guidelines and examples
Cover letter spacing for printed, pdf, and email formats
Cover letter spacing for a printed or pdf document, cover letter spacing for an email message, letter document format, email format.
Cover letter spacing ā itās the invisible part of your effort to make a striking first impression in a job search . What isnāt seen on the page is pivotal to whether readers pay any attention to what they do see. The starkness of black text on white alone wonāt do it. But the amount and distribution of white space can have a make-or-break impact on how your carefully crafted wording comes across.
Letās take a closer look at why cover letter spacing is a vital formatting consideration. It should never be an afterthought, nor approached half-heartedly. Hereās what weāll discuss:
Why is cover letter spacing important?
How can you optimize white space, simple guidelines for cover letter spacing.
- Cover letter spacing for printed or pdf documents
- Cover letter spacing in the body of an email
Cover letter spacing is important for the same reason white space is considered your best friend when designing and formatting any document. Itās about a negative element on the pageĀ ā nothing at all ā having a positive impact. The absence of text naturally draws the readerās eye to where the text appears. As a visual lure, this makes the page inviting to read. Experts contend that the uncluttered result can actually be calming.
Most of us know what āI need spaceā means when someone is feeling stifled, physically or psychologically. Have you ever pondered the fact that words on a page need space too? On the written page, both literally and figuratively, white space is as vital as the air that we breathe.Ā āWhite space is about letting your writing and your reader breathe,ā says Writers Write blog author Mia Botha. āWhen your text forms a solid block it overwhelms your reader. The reader is negative about it before they even begin to read.ā
The layout, design, and formatting of a document have a bearing on the amount of white space surrounding blocks of text on all sides, between lines of text, and between words or even characters.Ā
Adjustments to the following formatting settings will affect the spacing of cover letter text.Ā
- Margins ā the most obvious white space areas on any document, framing the text on all outer edges of the page
- Indents ā space between the margin (usually left) and text, typically to indicate a new paragraph or to format bullet points or numbered lists
- Line spacing ā the separation between lines of text in a paragraph, typically single-spaced or double-spaced but can also be customized incrementally in between
- Paragraph spacing ā the amount of space between paragraphs
- Text alignment ā right, left, centered or justified alignment of text block edges in relation to the side margins
Here are some other ideas for adding white space to your cover letters.
- Use bullet points, or even numbered lists, in the middle section to highlight impressive achievements, in quantifiable terms if possible. Three to five listed points are ideal.
- Vary the length of your sentences by not shying away from shorter ones and breaking up longer ones.
- Break apart paragraphs so each focuses on only one point. This will add variety to the amount of white space between paragraph endings and the right margin.
Here is exactly how you can write a cover letter that will stand out from the crowd, and help you land that interview.
Weāll start with general spacing guidelines that apply to all cover letters, whether printed, submitted online as a pdf, or placed in the body of an email. Then weāll look at differences in the guidelines for print, pdf, or email cover letters.
- Single-space your cover letter text within paragraphs or address sections.
- Skip a line in between paragraphs, before and after the salutation , and before the sign-off (e.g., Sincerely, Regards).
For our purposes in this blog, single-spaced cover letter text more accurately means not double-spaced . Often, depending on the font and word count, the single-spaced default setting may be too tight and create an imbalance of text-dense areas and white space on the page.Ā
Changing the line space setting to 1.5 is a commonly recommended alternative. Thatās one of the preset options available using Word and Google Docs, which both enable you to customize line space settings as well.
- Do not indent the first line of paragraphs. The space between paragraphs makes that unnecessary.
- Use an easy-to-read font such as Arial, Times New Roman, Calibri, or Georgia, in a font size between 10 and 12 points. Experiment with different styles and sizes, always aiming for optimal legibility.
- Keep your cover letter short ā ideally 250 to 350 words, and never more than 400 words. Following an outline of the key cover letter sections ā introduction, middle paragraphs and closing ā can help you stay focused and concise while still covering everything you need to say.
- Always use the left text alignment setting (sometimes called left-justified or ragged right). This creates extra white space at the right-margin end of most lines, which guides the readerās eye from one line to the next. It also enhances your cover letterās overall visual appeal and reader-friendliness.
The justified text alignment setting āĀ giving your text blocks straight edges on both left and right sides ā should not be used in job application documents because itās detrimental to legibility. Forcing all lines of text to be the same horizontal length causes erratic gaps between characters and words. This unnaturally ātrappedā white space makes the text more difficult to read.
In addition to the general guidelines above, line and paragraph spacing for a printed or pdf cover letter are as follows:
- Your name, occupation, and contact information section is single-spaced.
- Skip a line before and after the date.
- The recipientās name, title, and address section is single-spaced.
- Skip a line before and after the salutation, introduction and middle section, and closing paragraph.
- Skip three lines below the sign-off (e.g., Sincerely, Regards).*
- Your name and title are single-spaced.
* A three-line gap allows you to insert a handwritten signature on a printed hard copy of your cover letter. If the letter is being sent electronically as a pdf, you have the option of placing a scanned digital signature, but itās not necessary or expected. If you donāt, just skip one space below the sign-off.
Eye-pleasing header adds bonus white space
A distinctive cover letter header adds a personal branding touch that sets your job application apart from the rest. And it also has built-in spacing benefits, drawing the readerās eye to where your name, occupation, and contact information appear on the page. This is offset from your letterās body text by white space, making the page much more inviting to read.
Cover letter margins should be consistent with the standard for business documents ā one inch on all sides ā which is also the default Word and Google Docs setting.
The subject line should indicate your name and the position you are applying for.
Otherwise, in the top part of your letter, there is no need for your contact information, the recipientās name and address , or the date. The letter thus begins with the salutation.
After the sign-off, skip one space before adding your name, occupation and contact information, single-spaced. Or, you can skip two or three spaces if you opt to insert a digital signature.
Otherwise, the same general guidelines apply regarding single-spaced text components, space between paragraphs or sections, left alignment, and font legibility.
Should cover letters ever be double-spaced?
The answer to this frequently asked question is āno.ā Cover letters should not be double-spaced the way many of us associate with school essays.
Cover letters are a critical part of the job application process, and yet many struggle with how to write them. The cover letter writing tips in this guide will help you move beyond amateur errors and into the realm of a job-winning professional.
Cover letter spacing examples
Below is a sample cover letter you can customize, for printing a hard copy or sending online as a pdf attachment.
Jordan Belford Flight Attendant Somewhere Drive, Chicago, IL 60643 Phone: (312) 555-5555 [email protected]
August 6, 2022
Ms. B. Speedie Go Now Airlines Thereway Road, Chicago, IL 60642
Dear Ms. Speedie,
Having clocked over 2,500 hours in both long and short-haul flights and having acquired six years of experience as a flight attendant, Iāve learned that a variety of passengers bring with them a variety of challenges. I take pride in excelling in every aspect of customer service.
In my six years at Wings, I was involved in change initiatives across pre-flight, in-flight, and post-flight customer service. From the moment passengers walk up to the check-in desk to the moment they leave the airport, they associate their experience with your airline. Ensuring their well-being, safety, and comfort at every stage is our job. I received 97% positive recognition from passenger surveys and consistently high ratings from my team.
I hold all of the relevant certifications, including the FAA Certificate of Demonstrated Proficiency. I am an advanced first aid provider and I helped lead the Wings training on emergency response. I have coordinated the in-flight and air-to-ground responses to terrorist threats, abusive passengers, and (more happily) multiple childbirths. I have passed my experience on to over 170 flight attendants and value my role as a leader in the cabin crew.
My contributions have made a broader impact on Wings, in ways I hope to replicate in the future:
- Designed a more efficient boarding protocol ā speeding up procedures by 16%
- Improved customer satisfaction metrics by 12% on long-haul flights
- Updated the cabin crew first-aid manual after noticing deficiencies in advice
Putting passenger needs first is at the heart of everything that I do. The most-common passenger feedback describes me as warm-hearted, soothing, and attentive. Being professional in the air does not preclude being caring.
I would love to hear more about the Go Now Airlines culture in a potential interview.
Jordan Belford
Below is an email cover letter example you can modify as appropriate.
SUBJECT: Daniel Drake ā Human Resources Director Position
Dear Ms. Fair,
I would like to convey my genuine interest in being considered for the Human Resources Director position at the Gromwell Group. During the last eight years, I have had the pleasure of serving as an HR Administrator for two of the busiest staffing firms in New York.Ā
My wealth of experience has instilled a unique passion for the human resources field, where I have found my strengths are most needed and best applied. I am highly skilled in overseeing HR systems, handling employee relations, and ensuring compliance with all rules and regulations.Ā
My research tells me that the Gromwell Group has earned the "Top Staffing Agency" award two times in the last seven years. I am not surprised, as I am well aware of the reputation Gromwell has for expending the time and effort to provide clients with high-quality services.
Is there a time we can arrange to further discuss the value I can bring to the Gromwell Group as Human Resources Director? I hope to hear from you soon about this wonderful opportunity.Ā
Best regards,Ā
Daniel Drake Human Resources Director (718) 555-5555 [email protected]
Key takeaways for cover letter spacing
- Cover letter spacing is integral to the recipientās overall first impression and willingness to read any or all of the text.
- White space around and in between lines of text provides ābreathing spaceā for both the reader and the writerās words.
- There are many ways to ensure cover letter spacing enhances legibility, including line and paragraph spacing adjustments, one-inch margins, left text alignment, and brevity.
- Start building your cover letter with our well-designed cover letter templates.
COMMENTS
Here are four rules to follow when formatting your cover letter: 1. Use standard margins. A standard UK cover letter uses 2.5 cm margins. Here's how to set that up in Microsoft Word: Click 'Layout' from the 'ribbon' bar at the top. Press on the 'Margins' click-down option. Select 'Normal'.
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The first section of your cover letter should include information on how the employer can contact you. If you have contact information for the employer, include that. Otherwise, just list your information. This section should be single-spaced and left-justified, with a space between your contact information and your employer's contact ...
What should my cover letter look like? Your cover letter should be one page and single-spaced. Your letter should have 1-inch margins all the way around the page. ... Modified block - the body text of the letter is left justified, but the date and closing are tabbed to the center point Semi-Block - the body text of the letter is left ...
How to format cover letter spacing properly: Leave space between each section (i.e., date, recipient's address, salutation, body paragraphs, closing, and sign-off.) Use business letter format spacing: 1 or 1.15. š Margins & Alignment. Align your text to the left and use standard 1"-1.5" margins for all four sides.
ā¢ The cover letter should always be left -justified and use proper titles. This is a formal letter, not a casual discussion . ā¢ Use: Dear Recruiter, Dear Hiring Manager, Dear Ms. XXX, Dear Mr. XXX, ā¢ Do not use: "Hi Jane," "Hey Bill," "Dear Mrs. or Dear Miss XXX" ā¢ Never use first and last name "Dear Mr. John Smith"
As for alignment, the text should be aligned to the left. Justified is popular in writing as it gives the text a neat look, but hiring managers are not fans of this style, though, because it's difficult to readāespecially when they have to go through page after page of cover letters. ... Optimizing your cover letter cannot hurtāit could ...
How To Write a Cover Letter (With Examples and Tips)
If your cover letter is a physical letter and not an email, it should not exceed one page. You can opt to use bullet points or paragraphs, but be thorough, succinct, and easily readable. Do not use small or outlandish fonts. Content should be left-justified and double-spaced for readability.
Cover Letter Tip 2. Follow the format of a business letter. This means including contact information at the top (name, address, phone number, email), followed by the date, a formal greeting, well-organized body paragraphs, and a formal closing. The text should be left-justified and double-spaced between paragraphs. Keep the length to one page.
15 Cover Letter Mistakes and How to Avoid Them
jag* April 6, 2015 at 3:09 pm. If you're detail-oriented, text should be flush left, ragged right if you're producing the documents in MS Word. Generous margins. Never underline anything if you can avoid it. Nice signature like you said for a separate cover letter (But don't do that in email - it'll look cheesy).
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Justifying Right and Bad Formatting. Justifying text right means that big gaps appear in the cover letter and this makes the letter harder to read. Keep a professional appearance to the cover letter with plenty of 'white space'. Every paragraph should be separated by a line of white space, as this makes the letter easier to read.
Quick Formatting Tips for Cover Letters - Purdue OWL
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How to structure a cover letter (With example)
Left Align with good line spacing and reasonably frequent new lines. Fully justified looks cool on documents at times, but if someone is reading page after page of cover letters then it becomes harder to concentrate.
Technically, there's left, right, and center alignment or you can justify your text. Left justified is a common misnomer. 8. Reply. juneslam. ā¢ 1 yr. ago. Justified just looks so much cleaner to me. 9. Reply.